Wright Way Policy

5410 Capital Projects | Wright Way Policy

Capital Projects

Policy Number: 5410

Date Issued: Revised/April 2014

Vice President for Business and Finance

5410.1General Policy

Wright State University defines a capital project as the constructing, renovating, updating, or changing of physical features of the interior and/or exterior on university property. It is the policy of Wright State University that capital projects be approved by the university Provost and completed in accordance with all applicable state laws and building codes and will align with the university's mission.

5410.2Fiscal Responsibility

Wright State University recognizes and strives to optimize life-cycle costs for maintaining infrastructure and campus facilities while improving the overall university campus, and will therefore utilize appropriated funds responsibly and in accordance with the best interests of the stakeholders.

5410.3Roles and Responsibility

Each capital project is unique and will be individualized in many ways. The following generalized roles and responsibilities are applicable to most capital projects. For a more detailed scope of responsibilities, please refer to the Capital Projects Roles and Responsibilities descriptions available through the Facilities Planning and Development website.

Project Sponsor (PS) - The Project Sponsor is the individual who initiates the capital project or is appointed by the Provost to provide project oversight and presides over the budget/funding for the project. The PS, or authorized designee, is responsible for communicating the scope and requirements of the project to Facilities Planning and Development and Engineering and Construction as well as making final design, construction and budgetary decisions.

Project Liaison (PL) - The Project Liaison is the individual appointed to serve as the interface between the Project Sponsor, end user(s), stakeholders, Facilities Planning and Development (FPD), and Engineering and Construction (EC). The PL's primary responsibilities are to inform and instruct FPD and EC on behalf of the PS and stakeholders on tactical and strategic project decisions. The PL also has the responsibility to communicate decision points and progress of FPD and EC to the PS and stakeholders. The PL is appointed by the PS and these roles may be combined based upon the scope and scale of the project.

Facilities Planning and Development (FPD) - Facilities Planning and Development is the initial receiver of capital project requests. This department is responsible for advising on feasibility, providing cost estimates, establishing timelines, initial planning, and completing final phases of each capital project. FPD, as a service unit, facilitates interaction with and between the PS, PL, EC, and external agencies and contractors to ensure the PS and stakeholders' building requirements are met and to successfully complete each capital project.

Engineering and Construction (EC) - Engineering and Construction manages and coordinates physical construction and related processes for each capital project. This department communicates with and regularly supplies project updates to FPD, the PS, the PL, and external agencies and contractors to successfully complete each capital project.

5410.4Process

Capital projects have the potential to impact part or all of the campus and its stakeholders. With this understanding, the campus community will be notified of and engaged in the project planning process beginning in its earliest stages.

All capital projects will be initiated through the Capital Project Initiation Form and will require proper approval (i.e.., Provost, Vice President for Business and Finance, and Director of Facilities Operations and Management) and funding verification prior to the commencement of any further activity.

FPD will provide an estimated project time line and cost to the PS. In the event that timely information on a project cannot be provided, FPD will provide the PS/PL with alternatives for obtaining this information.

Projects will follow a general process flow as mapped, with allowances for some variation dependent upon specific project requirements.

For all projects greater than $500,000 or any project that directly impacts natural areas, a copy of the Project Initiation Form will be presented to the Faculty President's office upon execution to ensure that faculty are engaged early and proactively in major capital projects.

The University Building and Grounds Committee will be updated at regularly scheduled meetings regarding each capital project's status by a representative of FPD.

5410.5Standards

Wright State University has adopted uniform design standards to maintain consistency and aid stakeholders with respect to capital improvements. The design standards document can be accessed at the FPD website. There shall be a standing committee that will meet at least biannually to review and modify the Standards. Exceptions to established standards must be requested by the PS from the Provost.

5410.6Communication

The success of capital projects is dependent on clear, two-way communication among all constituents from the inception to completion of the project, with consideration of academic and non-academic calendars and scheduled events. Initiation of capital projects will be communicated through submission of the Capital Project Initiation Form. Following approval, basic project information will be posted to the FPD website, including scope and purpose, Architect/Engineering firm, contracts, and estimated completion date. Project meeting minutes will be disseminated to the PS/PL for review and feedback. Information and materials for the project website link and other project communication tools will be collaboratively generated and provided to the PS/PL who will serve as the communication hub throughout the process, providing input to FPD and EC, and share updated project information to stakeholders on progress.

5410.7Natural Areas

Wright Way Policy 5410 for Capital Projects applies in its entirety to any construction or renovation on natural areas (excludes landscaped areas) or the university property. Natural areas are defined as wooded, underdeveloped areas. Maintenance of the existing trail system is anticipated and is not subject to this policy.

In addition, an environmental impact assessment must be conducted for all projects that occur within or impact any campus natural area. This assessment will result in an Environmental Impact Statement by the university detailing changes in the native ecosystem and impacts on other users of the natural area to be affected. Public notification of the Environmental Impact Statement will be made at least 90 days prior to commitment of construction, and communicated directly to the university Faculty Sentate and Student Government. At a minimum, two public information sessions will be held during the academic year where the project and impact assessment will be presented by the project liaison (PL), at which public comment and input will be solicited.

5410.8Conflict Resolution

In the event of conflicts arising during the capital project process, the PS, as the budgetary authority for the project, will hear supporting arguments and view documentation from the PL and a representative from FPD or EC to determine the course of action. Should disagreement continue where the potential exists for significant negative impacts on the campus community, the Provost will hear arguments, view documentation, and serve as final authority over all university capital project, natural area project and space management decisions.

Wright Way Policy

Robert J. Sweeney

Executive Vice President for Planning and Secretary to the Board of Trustees